AGRICULTURE PROPERTY MANAGEMENT REGULATIONS CHAPTER MOTOR VEHICLE MANAGEMENT SUPPLEMENTING

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1 AGRICULTURE PROPERTY MANAGEMENT REGULATIONS CHAPTER MOTOR VEHICLE MANAGEMENT SUPPLEMENTING CHAPTER 102 FEDERAL MANAGEMENT REGULATION SUBCHAPTER B PERSONAL PROPERTY PART MOTOR VEHICLE MANAGEMENT Table of Contents Preamble Preamble a Responsibility What definitions apply to motor vehicle management? Definition of Terms What motor vehicles are not covered by this part? What types of motor vehicle fleets are there? What sources of supply are available for obtaining motor vehicles? Subpart A Obtaining Fuel Efficient Motor Vehicles Who must comply with motor vehicle fuel efficiency requirements? What are the procedures for purchasing and leasing motor vehicles? Determination of vehicle need a Acquisition of motor vehicles b Acquisition of Alternative Fuel Vehicles (ATVs) c Purchase of All Terrain Vehicles (ATV) How are passenger automobiles classified? What size motor vehicles may we purchase and lease? What are fleet average fuel economy standards? What are the minimum fleet average fuel economy standards? How do we calculate the average fuel economy for our fleet? How may we request an exemption from the fuel economy standards? How does GSA monitor the fuel economy of purchased and leased motor vehicles? How must we report fuel economy data for passenger automobiles and light trucks we purchase or commercially lease?

2 Do we report fuel economy data for passenger automobiles and light trucks purchased for our agency by the GSA Automotive Division? Do we have to submit a negative report if we don t purchase or lease any motor vehicles in a fiscal year? All negative reports must be submitted to OPPM, PMD Are any motor vehicles exempted from these reporting requirements? Does fleet average fuel economy reporting affect our acquisition plan? Where may we obtain help with our motor vehicle acquisition plan? Subpart B Identifying and Registering Motor Vehicles Motor Vehicle Identification What motor vehicles require motor vehicle identification? What motor vehicle identification must we put on motor vehicles we purchase or lease? Agency identification a Display of unauthorized use decals What motor vehicle identification must the Department of Defense (DOD) put on motor vehicles it purchases or leases? Where is motor vehicle identification placed on purchased and leased motor vehicles? Before we sell a motor vehicle, what motor vehicle identification or markings must we remove? Removal of U.S. Government tags. License Plates Must our motor vehicles use Government license plates? Do we need to register motor vehicles owned or leased by the Government? See Where may we obtain U.S. Government license plates? Registration outside the District of Columbia How do we display license plates on motor vehicles? What do we do about a lost or stolen license plate? Lost or stolen tags What records do we need to keep on U.S. Government license plates? Records.

3 How are U.S. Government license plates coded and numbered? How can we get a new license plate code designation? Are there special licensing procedures for motor vehicles operating in the District of Columbia (DC)? In the District of Columbia. Identification Exemptions What types of exemptions are there? May we have a limited exemption from displaying U.S. Government license plates and other motor vehicle identification? USDA Exemptions What information must the certification contain? Exemption requests For how long is a limited exemption valid? What agencies have an unlimited exemption from displaying U.S. Government license plates and motor vehicle identification? What agencies have a special exemption from displaying U.S. Government license plates and motor vehicle identification? What license plates and motor vehicle identification do we use on motor vehicles that are exempt from motor vehicle identification and U.S. Government license plates? What special requirements apply to exempted motor vehicles operating in the District of Columbia? Can GSA ask for a listing of exempted motor vehicles? Subpart C Official Use of Government Motor Vehicles What is official use of motor vehicles owned or leased by the Government? USDA Official/Authorized Use Vehicle sharing a Loan of vehicles to USPS Form AD-187 Operation and Utilization Record Commercial drivers license requirements a Departmental policy b CDL purpose c Commercial drivers license disqualifications and penalties d Definitions e Driver testing Smoking in motor vehicles a Coverage b Departmental policy Use of hand held wireless phones in government vehicles a Departmental policy Safe length of driving time.

4 Use of employee-owned in lieu of government-owned vehicles b Policy Interagency Fleet Management Systems GSA Fleet System Services May I use a motor vehicle owned or leased by the Government for transportation between my residence and place of employment? Approval for use of vehicles for home-to-work transportation May Government contractors use motor vehicles owned or leased by the Government? What does GSA do if it learns of unofficial use of a motor vehicle owned or leased by the Government? How are Federal employees disciplined for misuse of motor vehicles owned or leased by the Government? USDA penalties for unofficial use How am I responsible for protecting motor vehicles? Am I bound by State and local traffic laws? Who pays for parking fees and fines? Do Federal employees in motor vehicles owned or leased by the Government have to use safety belts? Mandatory safety belt usage a Policy b c Agency responsibility. Enforcement. Subpart D Replacement of Motor Vehicles What are motor vehicle replacement standards? May we replace a Government-owned motor vehicle sooner? May we keep a Government-owned motor vehicle even though the standard permits replacement? How long must we keep a Government-owned motor vehicle? Subpart E Scheduled Maintenance of Motor Vehicles What kind of maintenance programs must we have? USDA scheduled maintenance guidelines Vehicle repair shops Must our motor vehicles pass State inspections? Where can we obtain help in setting up a maintenance program? Use of retread tires and retread tire services.

5 a b c d e f Definitions. Policy. Exceptions. Reporting. Reporting tire failures. Retread and repair services contracts. Subpart F Motor Vehicle Accident Reporting What forms do I use to report an accident involving a motor vehicle owned or leased by the Government? To whom do we send accident reports? Accident reporting forms and their use. Subpart G Disposal of Motor Vehicles How do we dispose of a motor vehicle in any State, Commonwealth, territory or possession of the United States, or the District of Columbia? What forms do we use to transfer ownership when selling a motor vehicle? How do we distribute the completed Standard Form 97? Subpart H Motor Vehicle Fueling How do we obtain fuel for motor vehicles? What Government-issued charge cards may I use to purchase fuel and motor vehicle related services? What type of fuel do I use in motor vehicles? Preference for use of ethanol and biodiesel fuels in USDA vehicles Implementation of Executive Order 13423, Strengthening Federal Environmental, Energy, and Transportation Management, Vehicle Fleet Management a Policy Strategies and Tools for Achieving the Goals of Executive Order a Policy Do I have to use self-service fuel pumps?

6 Fuel-Dispensing Facility a Policy. Subpart I Federal Motor Vehicle Fleet Report What is the Federal Motor Vehicle Fleet Report? What records do we need to keep? Records When and how do we report motor vehicle data? Reporting data. Subpart J Forms How do we obtain the forms prescribed in this part?

7 Combined Motor Vehicle Preamble. (a) This part governs the economical and efficient management and control of motor vehicles that the Government owns or leases. Agencies will incorporate appropriate provisions of this part into contracts offering Government-furnished equipment in order to ensure adequate control over the use of motor vehicles. (b) The questions and associated answers in this part are regulatory in effect. Thus compliance with the written text of this part is required by all executive agencies. (c) The terms "we," "I," "our," "you," and "your," when used in this part, mean you as an executive agency, as your agency s fleet manager, or as a motor vehicle user or operator, as appropriate Preamble This part supplements and implements the Federal Management Regulations (FMR) which provide Government-wide policy on motor vehicles as well as Executive Orders, published laws, Secretary Memoranda, Announcements, and Directives affecting the management and operation of the Department's motor vehicle fleet a Responsibility. This part states responsibilities of the Director, Office of Procurement and Property Management (OPPM), and provides general guidelines for the procurement, use and disposal of motorized vehicle equipment. The Director, OPPM, is responsible for establishing and operating a central monitoring system for, and providing oversight of, the motor vehicle operations of USDA, related activities, and reporting requirements. This includes consolidating and issuing Department-wide reports; conducting analyses and forecasts of Departmental motor vehicle requirements; and issuing Departmental policy on all areas regarding motor vehicles. All requests for exemptions to the FMR, which are referred to herein, and the Agriculture Property Management Regulations (AGPMR) must be submitted in writing to the Director, OPPM. The Agency Heads are responsible for managing and directing their motor vehicle fleets in accordance with laws, implementing regulations and the supplemental guidance described herein.

8 What definitions apply to motor vehicle management? The following definitions apply to this part: Commercial design motor vehicle means a motor vehicle procurable from regular production lines and designed for use by the general public. Domestic fleet (see section (a)) Foreign fleet (see section (b)) GSA Fleet lease (see section (d)) Large fleet (see section (d)) Law enforcement motor vehicle means a passenger automobile or light truck that is specifically approved in an agency s appropriation act for use in apprehension, surveillance, police or other law enforcement work or specifically designed for use in law enforcement. If not identified in an agency s appropriation language, a motor vehicle qualifies as a law enforcement motor vehicle only in the following cases: (1) A passenger automobile having heavy duty components for electrical, cooling and suspension systems and at least the next higher cubic inch displacement or more powerful engine than is standard for the automobile concerned. (2) A light truck having emergency warning lights and identified with markings such as "police." (3) An unmarked motor vehicle certified by the agency head as essential for the safe and efficient performance of intelligence, counterintelligence, protective, or other law enforcement duties. (4) A motor vehicle seized by a Federal agency that is subsequently used for the purpose of performing law enforcement activities. Light duty motor vehicle means any motor vehicle with a gross motor vehicle weight rating (GVWR) of 8,500 pounds or less. Light truck means a motor vehicle on a truck chassis with a gross motor vehicle weight rating (GVWR) of 8,500 pounds or less. Military design motor vehicle means a motor vehicle (excluding general-purpose motor vehicles) designed according to military specifications to support directly combat or tactical operations or training for such operations. Motor vehicle means any vehicle, self propelled or drawn by mechanical power, designed and operated principally for highway transportation of property or passengers, but does

9 not include a military design motor vehicle or vehicles not covered by this part (see section ). Motor vehicle identification (also referred to as "motor vehicle markings") means the legends "For Official Use Only" and "U.S. Government" placed on a motor vehicle plus other legends showing the full name of the department, agency, establishment, corporation, or service by which the motor vehicle is used. This identification is usually a decal placed in the rear window or on the side of the motor vehicle. Motor vehicle lease (see section (b)) Motor vehicle markings (see "Motor vehicle identification" in this section) Motor vehicle purchase (see section (a)) Motor vehicle rental (see section (c)) Motor vehicles transferred from excess (see section (e)) Owning agency means the executive agency that holds the vehicle title, manufacturer s Certificate of Origin, or is the lessee of a motor vehicle lease. This term does not apply to agencies that lease motor vehicles from the GSA Fleet. Passenger automobile means a sedan or station wagon designed primarily to transport people. Reportable motor vehicles are vehicles which are reported to GSA as outlined in Subpart I of this part: (1) Included are sedans, station wagons, buses, ambulances, vans, utility motor vehicles, trucks and truck tractors, regardless of fuel type. (2) Excluded are fire trucks, motorcycles, military-design motor vehicles, semi-trailers, trailers and other trailing equipment such as pole trailers, dollies, cable reels, trailer coaches and bogies, and trucks with permanently mounted equipment such as generators and air compressors. Small fleet (see section (c)) Using agency means a Federal agency that obtains motor vehicles from the GSA Fleet, commercial firms or another Federal agency and does not hold the vehicle title or manufacturer s Certificate of Origin. However, this does not include a Federal agency that obtains a motor vehicle by motor vehicle rental Definition of Terms

10 Property Management Information System (PMIS). PMIS is an information system having reporting interface capability with the Foundation Financial Information System. The system is mandated by Public Law and Secretary's Memorandum Number 1987 for all Agencies who own, lease, and operate motor vehicles. This system captures inventory and cost data and is designed to provide a comprehensive equipment management tool by standardization of various reporting systems among USDA agencies. For PMIS purposes, motor vehicles include all leased or owned standard motor vehicles used on and off-road, aircraft, and special equipment. Instructions for the use of this system are contained in Title VI - Systems Access Manual, Chapter 9, Property Management Information System, Subchapter 2, Personal Property System. All USDA agencies are required to participate in PMIS and to enter data for owned, GSA and commercially leased vehicles and special purpose equipment. Vehicle sharing/pooling. Vehicle sharing means the shared utilization of vehicles within and between Departmental agencies, or with other Federal, State, and county government agencies and activities for official purposes only. Vehicle pooling means the consolidation of Agencies' transportation needs to the maximum extent possible for the purpose of maximizing use of vehicular assets. Qualified mechanic. A qualified mechanic is determined to be one whose principle occupation is in the field of automotive mechanics. Fuel-dispensing facility. A permanent facility constructed to perform the function of dispensing fuel for use in motor vehicles, farm equipment, and other machinery or equipment, including the installation of underground and/or above ground tanks What motor vehicles are not covered by this part? Motor vehicles not covered are: (a) Designed or used for military field training, combat, or tactical purposes; (b) Used principally within the confines of a regularly established military post, camp, or depot; or (c) Used by an agency in the performance of investigative, law enforcement, or intelligence duties if the head of such agency determines that exclusive control of such vehicle is essential to the effective performance of such duties, although such vehicles are subject to subpart C and subpart I of this part What types of motor vehicle fleets are there? The types of motor vehicle fleets are:

11 (a) Domestic fleet means all reportable agency-owned motor vehicles operated in any State, Commonwealth, territory or possession of the United States, and the District of Columbia. (b) Foreign fleet means all reportable agency-owned motor vehicles operated in areas outside any State, Commonwealth, territory or possession of the United States, and the District of Columbia. (c) Small fleet means a fleet of fewer than 2,000 reportable agency-owned motor vehicles, worldwide. (d) Large fleet means a fleet of 2,000 or more reportable agency-owned motor vehicles, worldwide What sources of supply are available for obtaining motor vehicles? The following sources of supply are available: (a) Motor vehicle purchase means buying a motor vehicle from a commercial source, usually a motor vehicle manufacturer or a motor vehicle manufacturer s dealership. (b) Motor vehicle lease means obtaining a motor vehicle by contract or other arrangement from a commercial source for 60 continuous days or more. (c) Motor vehicle rental means obtaining a motor vehicle by contract or other arrangement from a commercial source for less then 60 continuous days. (d) GSA Fleet lease means obtaining a motor vehicle from the General Services Administration (GSA Fleet). Where "lease" is used alone within this part, it refers to "motor vehicle lease" in paragraph (b) of this section and not GSA Fleet lease. (e) Motor vehicles transferred from excess means obtaining a motor vehicle reported as excess and transferred with or without cost. Subpart A Obtaining Fuel Efficient Motor Vehicles Who must comply with motor vehicle fuel efficiency requirements? Executive agencies located in any State, Commonwealth, territory or possession of the United States, and the District of Columbia which operate motor vehicles owned or leased by the Government in the conduct of official business. This subpart does not apply to motor vehicles exempted by law or other regulations, such as law enforcement and motor vehicles in foreign areas. Other Federal agencies are encouraged to comply so that maximum energy conservation benefits may be realized in obtaining, operating, and managing motor vehicles owned or leased by the Government.

12 What are the procedures for purchasing and leasing motor vehicles? Procedures for purchasing and leasing motor vehicles can be found in subpart of this title Determination of vehicle need. Public Law , Consolidated Omnibus Reconciliation Act, Subtitle C - Federal Motor Vehicle Expenditure Control requires agencies to conduct cost comparisons to determine what is the most economical way of providing vehicle needs before a vehicle is acquired. Agencies are required to compare the cost of ownership to leasing from GSA and commercially leasing to determine which method is most cost effective. Once this is determined, the agency should acquire the vehicle in the most economical way with available funds. For example, if the cost comparison shows that ownership is the least costly and funds are not available to procure a vehicle, the agency would have to acquire the vehicle from the next most economical source. Agencies should determine that the vehicle acquired achieves maximum fuel efficiency and is limited to the minimum body size, engine size, and optional equipment necessary to meet agency requirements. When a determination is made that GSA is the source, agencies should contact the Fleet Management System (FMS) to see if a GSA vehicle is available for assignment. Agencies are reminded that GSA provides vehicles to agencies that are fully participating as defined. An agency is fully participating when: (a) All agency owned motor vehicles have been consolidated into the GSA Fleet Program. (b) The agency owns no vehicles to consolidate, but leases all vehicles from GSA Fleet Program. (c) The agency would otherwise qualify under one of the above paragraphs, but has been authorized by GSA to purchase or commercially lease motor vehicles because GSA was unable to meet the requirements. In the agency's request to GSA for a vehicle, the following information should be provided: (1) A certification that the request for the vehicle has not been denied by Congress, the Office of Management and Budget (OMB) or agency headquarters and that public or private means of transportation are not suitable or available and funds are available. (2) The number and type of vehicle required.

13 (3) The location where the vehicle is needed and the dates required including the earliest and latest acceptable dates. (4) The anticipated length of assignment and projected utilization in miles a Acquisition of motor vehicles. Passenger automobiles and light trucks acquired by the agencies must meet the statutory fleet average fuel economy standards prescribed in FMR Requests for waiver exemptions to the fleet average fuel economy standards must be submitted in writing to OPPM, Property Management Division (PMD), detailing the number and vehicle types to which this waiver request applies. All exemptions will be granted by GSA b Acquisition of Alternative Fuel Vehicles (AFVs). Agency Alternative Fuel Vehicle (AFV) acquisitions shall adhere to guidance issued in the Energy Policy Act of 1992 (EPAct) and Executive Order (E.O.) 13149, Greening the Government through Federal Fleet and Transportation Efficiency, dated April 21, Requirements for the acquisition of AFVs are as follows: Each agency will develop, document, and implement aggressive plans to fulfill the AFV acquisition requirements established by EPAct. In accordance with EPAct requirements, 75 percent of all light duty vehicle acquisitions in metropolitan statistical areas (MSAs) with populations of 250,000 or more shall be AFVs. Agencies may acquire AFVs through buying and/or leasing from the GSA, commercially leasing, or through a combination of these methods. Agency AFV acquisition requirement plans must be based on existing and requested funds, but shall not be exempt from the requirements of EPAct or E.O due to limited appropriations c Purchase of All Terrain Vehicles (ATVs). Procurement of ATVs shall be restricted to four-wheel types or larger. Agency Heads are expected to ensure that the employees operating the ATVs are trained or instructed on the proper use and safe operation of all types of ATVs. The Consumer Product Safety Commission has recommended ATV training through the Specialty Vehicle Institute of America (SVIA), Costa Mesa, California. USDA, Forest Service (FS), has developed a two-day training seminar on the proper use of all ATVs. Information may be obtained by contacting any area, district or regional office of the FS.

14 Agencies are not to re-sell any three-wheeled ATV because the vehicle has been classified as "dangerous property". Agencies are to refer to FPMR for disposal methods How are passenger automobiles classified? Passenger automobiles are classified in the following table: Sedan class-station wagon class-descriptive name I II Subcompact II II Compact III III Midsize IV IV Large V Limousine What size motor vehicles may we purchase and lease? (a) You must select motor vehicles to achieve maximum fuel efficiency. (b) Limit motor vehicle body size, engine size and optional equipment to what is essential to meet your agency s mission. (c) With the exception of motor vehicles used by the President and Vice President and motor vehicles for security and highly essential needs, you must purchase and lease midsize (class III) or smaller sedans. (d) Purchase and lease large (class IV) sedans only when such motor vehicles are essential to your agency s mission What are fleet average fuel economy standards? (a) The minimum miles per gallon that a fleet of motor vehicles purchased or leased by an executive agency must obtain. The need to meet these standards is set forth in 49 U.S.C , Standards for Executive Agency Automobiles, and Executive Order 12375, Motor Vehicles. These standards have two categories: (1) Average fuel economy standard for all passenger automobiles. (2) Average fuel economy standard for light trucks. (b) These standards do not apply to passenger automobiles and light trucks designed to perform combat-related missions for the U.S. Armed Forces or motor vehicles designed for use in law enforcement or emergency rescue work What are the minimum fleet average fuel economy standards?

15 The minimum fleet average fuel economy standards appear in the following table: Fleet Average Fuel Economy Standards: FISCAL YEAR PASSENGERi iii & beyond These figures represent miles/gallon LIGHT TRUCKS ii 1 Established by section 49 U.S.C and the Secretary of Transportation. 2 Fleet average fuel economy standard set by the Secretary of Transportation and mandated by Executive Order beginning in fiscal year Fleet average fuel economy for light trucks is the combined fleet average fuel economy for all 4 x 2 and 4 x 4 light trucks. 4 Requirements not yet set by the Secretary of Transportation How do we calculate the average fuel economy for our fleet? (a) Due to the variety of motor vehicle configurations, you must take an average of all motor vehicles, by category (passenger automobiles or light truck) purchased and leased by your agency during the fiscal year. This calculation is the sum of passenger automobiles or light trucks that your executive agency purchases or leases from commercial sources divided by the sum of the fractions representing the number of motor vehicles of each category by model divided by the unadjusted city/highway mile-pergallon ratings for that model, developed by the Environmental Protection Agency (EPA) for each fiscal year. The EPA mile-per-gallon rating for each motor vehicle make, model, and model year may be obtained from the: General Services Administration, ATTN: FFA, Washington, DC (b) An example follows: Light trucks : i 600 light trucks acquired in a specific year. These are broken down into: A. 200 Six cylinder automatic transmission pick-up trucks, EPA rating: 24.3 mpg, plus

16 B. 150 Six cylinder automatic transmission mini-vans, EPA rating 24.8 mpg, plus C. 150 Eight cylinder automatic transmission pick-up trucks, EPA rating: 20.4 mpg, plus D. 100 Eight cylinder automatic transmission cargo vans, EPA rating: 22.2 mpg. = = = = (Rounded to nearest 0.1 mpg.) ii. Fleet average fuel economy for light trucks in this case is 23.0 mpg How may we request an exemption from the fuel economy standards? (a) You must submit your reasons for the exemption in a written request to the: Administrator of General Services, ATTN: MTV, Washington, DC (b) GSA will review the request and advise you of the determination within 30 days of receipt. Passenger automobiles and light trucks exempted under the provisions of this section must not be included in calculating your fleet average fuel economy How does GSA monitor the fuel economy of purchased and leased motor vehicles? (a) Executive agencies report to GSA their leases and purchases of passenger automobiles and light trucks. GSA keeps a master record of the miles per gallon for passenger automobiles and light trucks acquired by each agency during the fiscal year. GSA verifies that each agency s passenger automobile and light truck leases and purchases achieve the fleet average fuel economy for the applicable fiscal year, as required by Executive Order (b) The GSA Federal Vehicle Policy Division (MTV) issues information about the EPA miles-per-gallon ratings to executive agencies at the beginning of each fiscal year to help agencies with their acquisition plans How must we report fuel economy data for passenger automobiles and light trucks we purchase or commercially lease?

17 (a) You must send copies or synopses of motor vehicle leases and purchases to GSA. Use the unadjusted combined city/highway mile-per-gallon ratings for passenger automobiles and light trucks developed each fiscal year by the Environmental Protection Agency (EPA). All submissions for a fiscal year must reach GSA by December 1 of the next fiscal year. Submit the information as soon as possible after the purchase or effective date of each lease to the: General Services Administration, ATTN: MTV, Washington, DC (b) Include in your submission to GSA motor vehicles purchased or leased by your agency for use in any State, Commonwealth, territory or possession of the United States, and the District of Columbia. (c) Your submission to GSA must include: (1) Number of passenger automobiles and light trucks, by category. (2) Year. (3) Make. (4) Model. (5) Transmission type (if manual, number of forward speeds). (6) Cubic inch displacement of engine. (7) Fuel type (i.e., gasoline, diesel, or type of alternative fuel). (8) Monthly lease cost, if applicable. Note to section : Do not include passenger automobile and light truck lease renewal options as new acquisition motor vehicle leases. Do not report passenger automobiles and light trucks exempted from fleet average fuel economy standards (see section (b) and section ) Do we report fuel economy data for passenger automobiles and light trucks purchased for our agency by the GSA Automotive Division? No. The GSA Automotive Division provides information for passenger automobiles and light trucks it purchases for agencies Do we have to submit a negative report if we don t purchase or lease any motor vehicles in a fiscal year?

18 Yes. You must submit a negative report if you don t purchase or lease any motor vehicles in a fiscal year All negative reports must be submitted to OPPM, Property Management Division (PMD) Are any motor vehicles exempted from these reporting requirements? Yes. You do not need to report passenger automobiles and light trucks that are: (a) Purchased or leased for use outside any State, Commonwealth, territory or possession of the United States, or the District of Columbia. (b) Designed to perform combat-related missions for the U.S. Armed Forces. (c) Designed for use in law enforcement or emergency rescue work Does fleet average fuel economy reporting affect our acquisition plan? It may. If previous motor vehicle purchases and leases have caused your fleet to fail to meet the required fuel economy by the end of the fiscal year, GSA may encourage you to adjust future requests to meet fuel economy requirements Where may we obtain help with our motor vehicle acquisition plans? For help with your motor vehicle acquisition plans, contact the: General Services Administration, ATTN: MTV, Washington, DC Subpart B Identifying and Registering Motor Vehicles Motor Vehicle Identification What motor vehicles require motor vehicle identification? All motor vehicles owned or leased by the Government must display motor vehicle identification unless exempted under section , section , or section What motor vehicle identification must we put on motor vehicles we purchase or lease?

19 (a) For motor vehicles with rear windows, display: (1) "For Official Use Only," in letters ½ to ¾ inch high. (2) "U.S. Government" in letters ¾ to 1 inch high; and (3) The full name of the department, agency, establishment, corporation, or service owning or leasing the motor vehicle (in letters 1 to 1 ½ inch high), or in the alternative, a title that describes the activity in which it is operated (if the title readily identifies the department, agency, establishment, corporation, or service concerned). (b) For other than motor vehicle rear windows, display the motor vehicle identification in paragraphs (a)(1) through (3) of this section, but: (1) Use letters 1 to 1 ½ inches high in colors contrasting to the motor vehicle. (2) If you use subsidiary words or titles of subordinate units, use letters ½ inch to ¾ inch high. (c) The preferred material is a decal of elastomeric pigmented film type for ease of application and removal. Note to section : Each agency or activity is responsible for acquiring its own decals. Replace this motor vehicle identification when necessary due to damage or wear Agency identification. All vehicles acquired or leased by the USDA shall be marked "U.S. Department of Agriculture" without reference to a particular departmental agency, unless agency identification is required as an integral part of the motor vehicle mission or for safety reasons. Similarly, motor vehicles will not be repainted for the sole purpose of changing the factory delivered color, unless such repainting is required for mission purposes, or is essential to safety. The omission of individual agency identification and elimination of repainting are expected to enhance motor vehicle sharing. Justification and approval of the need for agency identification or painting must be documented at agency headquarters and kept in a central location for audit purposes. When approved for use, individual agency identification decals shall be obtained through the agency forms acquisition procedures a Display of unauthorized use decals. A decal (Form AD-185) stating the penalty for unauthorized use shall be conspicuously displayed on the instrument panel of each motor vehicle displaying the "For Official Use Only" legend. The display of the legend on

20 motor vehicles assigned motorcycle tags is not required where not practical because of the configuration of the vehicle. *****Note: Decals are not necessary if the vehicle uses the new USDA license plates produced by UNICOR because it has the USDA logo on it What motor vehicle identification must the Department of Defense (DOD) put on motor vehicles it purchases or leases? The following must appear on DOD purchased or leased motor vehicles: (a) "For Official Use Only;" (b) An appropriate title for the DOD component; and (c) The DOD code and registration number assigned by the DOD component accountable for the motor vehicle Where is motor vehicle identification placed on purchased and leased motor vehicles? (a) On most motor vehicles. On the left side of the rear window, 1 ½ inches or less from the bottom of the window. (b) On motor vehicles without rear windows or where identification on the rear window would not be easily seen. Centered on both front doors or in any appropriate position on each side of the motor vehicle. (c) On trailers. Centered on both sides of the front quarter of the trailer in a conspicuous location Before we sell a motor vehicle, what motor vehicle identification or markings must we remove? You must remove all motor vehicle identification before you transfer the title or deliver the motor vehicle Removal of U.S. Government tags. Whenever a motor vehicle is removed from Government service or transferred to another Department or Government activity outside of the USDA, the official U.S. Government tags shall be removed, destroyed and records appropriately annotated. A replacement vehicle should be issued new official U.S. Government tags.

21 *****Note: A new fleet credit card should also be issued for the new vehicle. License Plates Must our motor vehicles use Government license plates? Yes, you must use Government license plates, with the exception of motor vehicles exempted under section , section , and section Do we need to register motor vehicles owned or leased by the Government? For a motor vehicle owned or leased by the Government that is regularly based or operated outside the District of Columbia and displaying U.S. Government license plates and motor vehicle identification, you need not register it in a State, Commonwealth, territory or possession of the United States. Motor vehicles exempted under section , section , or section must be registered and inspected in accordance with the laws of the State, Commonwealth, territory or possession of the United States where the motor vehicle is regularly operated. See Where may we obtain U.S. Government license plates? For detailed instructions and an ordering form to obtain U.S. Government license plates, contact the: Superintendent of Industries, District of Columbia, Department of Corrections, Lorton, VA Note to section :You may, but are not required to obtain license plates from the District of Columbia, Department of Corrections Registration outside the District of Columbia All official USDA tags for vehicles shall be requisitioned through the Office of Operations (OO), Beltsville Service Center (BSC), 6351 Ammendale Road, Beltsville, MD 20705, (301) , fax The form to use is CFPDC-1. Questions concerning license plates, should be forwarded to OPPM, PMD, Personal Property Branch Chief on (202) Agencies should not go directly to UNICOR for tags because they are centrally stocked at the BSC.

22 How do we display license plates on motor vehicles? (a) Display official U.S. Government license plates on the front and rear of all motor vehicles owned or leased by the Government. The exception is two-wheeled motor vehicles, which require rear license plates only. (b) You must display U.S. Government license plates on the motor vehicle to which the license plates were assigned. (c) Display the U.S. Government license plates until the motor vehicle is removed from Government service or is transferred, or until the plates are damaged and require replacement. (d) For motor vehicles owned or leased by DOD, follow DOD regulations What do we do about a lost or stolen license plate? You should report the loss or theft of license plates as follows: (a) U.S. Government license plates. Tell your local security office (or equivalent) and local police. (b) District of Columbia or State license plates. Tell your local security office (or equivalent) and either the District of Columbia, Department of Transportation, or the State agency, as appropriate Lost or stolen tags. The tag number of all U.S. Government tags, lost or stolen, shall be reported to the responsible agency official maintaining current records of all tags, the issuing authority and to local, state, and federal police. The Property Officer should report the tag number as lost or stolen to PMD What records do we need to keep on U.S. Government license plates? You must keep a central record of all U.S. Government license plates for your agency s motor vehicle purchases and motor vehicle leases. The GSA Fleet must keep such a record for GSA Fleet vehicles. The record must identify: (a) The motor vehicle to which each set of plates is assigned. (b) The complete history of any reassigned plates. (c) A list of destroyed or voided license plate numbers Records.

23 The BSC shall maintain a record of all tags issued to the USDA agencies. Each agency shall maintain current use and disposal records of all tags issued to it. These records shall include the description and location of each motor vehicle to which a tag is attached so that a particular motor vehicle can be promptly identified in case of accident, theft, etc., when only a tag number is available. Tags from motor vehicles transferred or disposed of and tags rendered unserviceable shall be reported to the responsible agency official. These U.S. Government tags must be destroyed, and all records appropriately annotated. Agencies are responsible for updating PMIS. *****Note: When vehicles are replaced, the old license plates should be destroyed and new license plates issued. A new fleet credit card should also be issued for the new vehicle How are U.S. Government license plates coded and numbered? U.S. Government license plates, except those issued by the District of Columbia, Department of Transportation, under section , will be numbered serially for each executive agency, beginning with 101, and preceded by a letter code that designates the owning agency for the motor vehicle as follows: Agriculture, Department of A Air Force, Department of the AF Army, Department of the W Commerce, Department of C Consumer Product Safety Commission CPSC Corps of Engineers, Civil Works CE Defense, Department of D Defense Commissary Agency DECA Defense Contract Audit Agency DA Defense Logistics Agency DLA District of Columbia Redevelopment Land Agency LA Energy, Department of E Enrichment Corporation, U.S EC Environmental Protection Agency EPA Executive Office of the President EO Council of Economic Advisers, National Security Council, Office of Management and Budget. Federal Communications Commission FC Federal Deposit Insurance Corporation FD Federal Emergency Management Agency FE Federal Mediation and Conciliation Service FM General Services Administration GS

24 Government Printing Office GP GSA Fleet G Health and Human Services, Department of HHS Interior, Department of the I Judicial Branch of the Government JB Justice, Department of J Labor, Department of L Legislative Branch LB Marine Corps MC National Aeronautics and Space Administration NA National Capital Planning Commission NP National Guard Bureau NG National Labor Relations Board NL National Science Foundation NS Navy, Department of the N Nuclear Regulatory Commission NRC Office of Personnel Management OPM Panama Canal Commission PC Railroad Retirement Board RR Selective Service System SS Small Business Administration SB Smithsonian Institution SI National Gallery of Art Soldiers and Airmen s Home, U.S SH State, Department of S Tennessee Valley Authority TV Transportation, Department of DOT Treasury, Department of the T United States Information Agency IA United States Postal Service P Veterans Affairs, Department of VA How can we get a new license plate code designation? To get a new license plate code designation, write to the: General Services Administration, ATTN: MTV, Washington, DC Are there special licensing procedures for motor vehicles operating in the District of Columbia (DC)?

25 Yes. DC Code, section (d)(2), requires the issuance of license plates, without charge, for all motor vehicles owned or leased by the Government at the time the motor vehicle is registered or reregistered. (a) You must register motor vehicles that are regularly based or operated in DC with the DC Department of Transportation. Your application to register must include a manufacturer s Certificate of Origin, bill of sale, or other document attesting Government ownership. Forms for registering motor vehicles are available from the District of Columbia, Department of Transportation. (b) Motor vehicles owned or leased by the Government and licensed in the District of Columbia may have the letter code designation prescribed in section stenciled in the blank space beside the embossed numbers. If you add a letter code designation, stencil it on the license plate so that the letters resemble the embossed numbers in size and color. License plates issued by the District of Columbia without an agency letter code designation will usually have the letter code designation "US". (c) Transfer of U.S. Government license plates issued by the District of Columbia between your agency s own motor vehicles requires prior approval from the District of Columbia, Department of Transportation. (d) You must have each registered motor vehicle inspected annually according to section of the District of Columbia Code and applicable regulations. The District of Columbia issues an inspection verification sticker for each motor vehicle that passes inspection. Inspections and stickers are free. (e) Return damaged or mutilated license plates to the District of Columbia, Department of Transportation, for cancellation. Also return license plates when you transfer a motor vehicle regularly based or operated in the District of Columbia to operation in a field area, another agency, or remove the motor vehicle from Government service In the District of Columbia. Section (b)(2) of the District of Columbia Code has been eliminated. USDA agencies owning or leasing motor vehicles for 60 continuous days or more in the District of Columbia must now use USDA license tags beginning with the letter A. Identification Exemptions What types of exemptions are there? (a) Limited exemption. (b) Unlimited exemption.

26 (c) Special exemption May we have a limited exemption from displaying U.S. Government license plates and other motor vehicle identification? Yes. The head of your agency or designee may authorize a limited exemption to the display of U.S. Government license plates and motor vehicle identification upon written certification. (See section ) For motor vehicles leased from the GSA Fleet, send an information copy of this certification to the: General Services Administration, ATTN: FFF, Washington, DC Note to section : Not eligible for exemption are motor vehicles regularly used for common administrative purposes and not directly connected to investigative, law enforcement or intelligence duties involving security activities USDA Exemptions. Requests for all exemptions must be submitted in writing by an appropriate certifying agency official to OPPM, PMD What information must the certification contain? The certification must state either: (a) That the motor vehicle is used primarily for investigative, law enforcement or intelligence duties involving security activities and that identifying the motor vehicle would interfere with those duties; or (b) That identifying the motor vehicle would endanger the security of the vehicle occupants Exemption Requests: Exemption requests shall include: (a) A description of the duties which warrant the use of an unidentified motor vehicle threat or endangerment to personnel; reasons why the use of unidentified motor vehicles is essential; location and number of vehicles; and, whether the motor vehicles are Department-owned, commercially-leased or leased from GSA s Fleet.

27 (b) In emergency situations, if U.S. Government tags or other required identification serve to heighten threats to employees or U.S. Government property, the Agency Head may grant interim motor vehicle identification exemptions. Emergency exemption requests will be forwarded within five working days to OPPM, PMD, Personal Property Branch with the data required in (a) above, for approval For how long is a limited exemption valid? An exemption granted in accordance with section and section may last from one day up to one year. If the requirement for exemption still exists at the end of the year, your agency must re-certify the continued exemption. For a motor vehicle leased from the GSA Fleet, send a copy of the re-certification to the: General Services Administration, ATTN: FFF, Washington, DC What agencies have an unlimited exemption from displaying U.S. Government license plates and motor vehicle identification? The following Federal agencies, or activities within agencies, listed below are granted an unlimited exemption based on ongoing mission requirements and do not need to certify: (a) Administrative Office of the United States Courts. All motor vehicles used by United States probation offices and pretrial services agencies of the judicial branch of the U.S. Government. (b) Department of Agriculture. Motor vehicles used for investigative or law enforcement activities by the Agricultural Marketing Service, Animal and Plant Health Inspection Service, Food Safety and Inspection Service, Forest Service, Grain Inspection, Packers and Stockyard Administration, Packers and Stockyard Program, Food and Consumers Service, and Office of the Inspector General. (c) Department of Commerce. Motor vehicles used for surveillance and other law enforcement activities by the Office of Export Enforcement, International Trade Administration, the National Marine Fisheries Service, and the National Oceanic and Atmospheric Administration. (d) Department of Defense. Motor vehicles used for intelligence, investigative, or security activities by the U.S. Army Intelligence Agency and the Criminal Investigation Command of the Department of the Army; Office of Naval Intelligence of the Department of the Navy; Office of Special Investigations of the Department of the Air Force; the Defense Criminal Investigation Service, Office of the Inspector General; and the Defense Logistics Agency.